Open Mind School Administrative Assistant Menlo Park, CA · Part time

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Open Minds operates an Inclusive K-12 nonprofit private school and an Early Learning Center in Menlo Park. Open Mind School programs are relationship based and built on the firm belief that children are curious learners who thrive in supportive environments. Open Mind School is inspired by the vision of inclusive and universal designed learning opportunities for all students. We're dedicated to creating and providing a child-centered, personalized experience that leverages local experiential learning opportunities. Open Mind School's mission is for all students to access high quality education, enrichment opportunities, and social experiences in an inclusive and supportive environment.

OMS Administrative Assistant

job description

Job Title: OMS Administrative Assistant

Reports to: Executive Director, Associate Director

Job Classification: Nonexempt

Job status: Part-time; Could be full-time w/Learning Guide role part-time

Wage range: $23-$27/ hour

Job Summary

Under the direction of the Executive Director (ED) and Associate Director (AD), the Administrative Assistant is responsible for assisting the school ED and AD in the planning, organization, coordination/calendaring, administration, and management of an assigned school’s activities and programs and other duties associated with the successful operation of OMS school.

The best candidate is: agile, meticulous, dedicated, ambitious, enthusiastic, detail oriented and committed to making a difference. 

Essential Duties

Scheduling

• Create and disseminate schedules across programs and providers 
• Respond to program schedule inquiries 
• Engages with and coordinates/calendars meetings with parents/guardians, staff, administrative team, and other relevant parties such as community partners
• Schedule specialized support services such as SLP, OT, and other related consultations and interventions supports
• Gather registration information from third party sites and transfer information as appropriate into company database and program schedules
• Create and cross check weekly school schedules and update master schedule to reflect cancellations, additional sessions, makeup sessions, etc.
• Send regular meeting and appointment reminders 

Operations and Facility

• Coordinates and supervises the daily operation of the front-office management, including: answering phones, maintaining data entry, evaluate inventory, and ordering supplies
• Assess and handle building needs in conjunction with the ED and AD including finding, booking, and coordinating with contractors such as handy man, plumber, electrician, etc. 
• Prepares related reports and records as required by the school division, local, state, or federal government.

Marketing 

• Assists ED/AD with enrollment inquiries and marketing events, including marketing materials such as newsletters and flyers
• Post daily social media updates
• Promote programs online, in emails, snail mail and at networking events

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

Other Duties

• Stays informed of developments and research information pertaining to safe and orderly schools.
• Assists with Facility Management, assessing building needs and sourcing fixes for the school’s building 
• Performs any other related duties as assigned by the Executive Director or other appropriate Leadership administrator.

Job Specifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities, who are otherwise qualified, to perform the essential functions.

Minimum Qualifications (Knowledge, Skills and/or Abilities Required)

Must possess two years of higher education and have a minimum of two years administrative experience, preferably in a school environment. Must possess the ability to assist with administering and managing the daily operations of a K-12 school. Must possess the ability to plan and supervise the work of others. Must possess the ability to establish and maintain effective working relationships with students, parents, staff, and the public. 

Work Environment

Must be able to climb stairs, type on a computer, read a monitor or computer screen, utilize a phone, communicate on a phone. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties are normally performed in a school/classroom environment. The noise level in the work environment is usually moderate.

This job description in no way states or implies that these are the only duties to be performed by this employee. The Administrative Assistant will be required to follow any other instructions and to perform any other related duties as assigned by the Executive Director or appropriate administrator. Open Mind School may change, edit, revise this job description at any time.

About OMS

Open Mind School is a nonprofit 501 (C) (3) public charity organization serving students in K-12, who are gifted, those typically mainstreamed, and children with a range of special needs. Our year-round school provides both partial and full-day school programs, afterschool programs, home support, and weekend recreational activities.

Please visit our website: www.openmindschool.org